A purchase order format with vendor, delivery, items, GST and payment terms, a filled PO sample, purchase order letter wording and free templates in Word and Excel.
Purchase order format sample
PURCHASE ORDER
402, Shivalik Plaza, Ambawadi, Ahmedabad 380015
GSTIN: 24AAKFN5678Q1Z2
Date: 14 Oct 2026
Delivery by: 25 Oct 2026
Quotation ref.: QT-2026-118
Vendor: Aarav Electricals
14, Sunrise Complex, CG Road, Ahmedabad 380009
GSTIN: 24ABCDE1234F1Z5 | Deliver to: Site, Neelkanth Heights, Gota
| # | Description | HSN/SAC | Qty | Rate | Taxable value | GST | Amount |
|---|---|---|---|---|---|---|---|
| 1 | LED panel light 18W | 9405 | 40 Nos | 450.00 | 18,000.00 | 18% | 21,240.00 |
| 2 | FR copper wire 1.5 sq mm, 90 m coil | 8544 | 6 Coil | 1,890.00 | 11,340.00 | 18% | 13,381.20 |
| Amount | |
|---|---|
| Taxable value | ₹29,340.00 |
| CGST @ 9% | ₹2,640.60 |
| SGST @ 9% | ₹2,640.60 |
| Round off | -₹0.20 |
| Total | ₹34,621.00 |
Amount in words: Rupees Thirty Four Thousand Six Hundred Twenty One Only
Terms: quote this PO number on your invoice and challan. Payment within 30 days of receipt of goods and a valid invoice.
For Neelkanth Builders LLP
Authorised Signatory
What to include in a PO
- Buyer details and GSTINrequired
- PO number and daterequired
- Vendor detailsrequired
- Delivery address and daterequired
- Items, quantity, rate, taxrequired
- Payment termsrequired
- Quotation reference
- Authorised signaturerequired
Purchase order letter format
To,
Aarav Electricals
CG Road, Ahmedabad
Subject: Purchase order for electrical fittings, ref. your quotation QT-2026-118
Dear Sir,
With reference to your quotation QT-2026-118 dated 14 October 2026, we are pleased to place an order for the items listed in the attached purchase order PO-2026-0215, at the rates and terms quoted.
Please deliver to our site at Neelkanth Heights, Gota, by 25 October 2026 and send your tax invoice quoting our PO number. Kindly acknowledge receipt of this order.
Yours faithfully,
For Neelkanth Builders LLP
Purchase Manager
Download
Tips
Do
- Quote the supplier quotation number.
- Give a delivery date and address.
- State payment terms in days.
Avoid
- Do not change rates on the PO without a revised quotation.
- Do not leave units unclear (box vs piece).
Frequently asked questions
Is a purchase order a contract?
Once the vendor accepts it, a PO usually forms a contract on its terms.
Who issues a purchase order?
The buyer. The vendor then supplies and invoices against it.
Can I email a PO?
Yes. Most POs are sent as PDF by email and acknowledged by reply.
Checked and updated 14 Oct 2026. Independent template site; not tax or legal advice.